UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 1 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
This Safety Plan Checklist and Guidance is part of Occupational Safety, Health & Environment
(OSHE) initiatives to be implemented in Universiti Teknologi Malaysia (UTM). This safety plan
checklist and guidance is not a comprehensive checklist but will help organisations in UTM to
reduce the likelihood of incident/accident for high risk event or activities that need mitigation
support from OSHE Unit. Depending on the nature and scale of the event, the checklist is likely
to include but may not be limited to the listed items as the following:
1. Event Information
Name of event
Event Description
Event organiser(s)/Event Management Company
Contact Person
Name: Mobile No: Email:
Venue
Indoor Event
Outdoor Event
Location
UTM
UTMKL
Local
Overseas
Full Address:
Proposed Event Date/s: From: To:
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 2 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
Estimated attendance:
Total Attendance (multi-day events):
Risk Assessment
Does this event require a risk assessment?
Yes No
Has one been carried out?
Yes No
If the event requires a Risk Assessment one must be carried out before proceeding to the next section. Please attached HIRARC document in the program approval application. (Refer HIRARC form published by OSHE ref: utm/oshe/hirarc/v01)
Safety Plan
Does this event require an Event Safety Plan?
Yes No
Has an Event Safety Plan been undertaken for this event?
Yes No
If the event requires an Event Safety Plan one must be carried out before proceeding to the next section. Please attached Event Safety Plan in the program approval application.
Special Permit or Licences Needed (if any)
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 3 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
2. Planning and Document Management
Does the Event Safety Plan include the following:-
Item Tick
Organisational Chart- Detailing allocation of responsibilities; Event organiser, head marshal / chief steward, health officer, fire safety officer etc.
Details of event - Including schedule of activities, details of acts/entertainers, time(s), location(s) etc
First Aid Plan- Including location of first aid base, details of staff, liaison with local Dr’s/ health centre/hospital.
Site Map - A map or site plan of the event showing the location of the event and key facilities and arrangements for the event and described in the details of the event.
Communications Plan - Showing allocation of Radio’s, mobile phone details of key personnel.
Stewards List- Showing adequate numbers of staff
Duties list- Showing details of tasks, locations, times.
Crowd Control/Traffic Issues- Including crush barriers -numbers and locations
Emergency Plan- evacuation procedures, crowd control arrangements, assembly points.
Document Management - event files, Permit or Licences by professional bodies, Insurance, HIRARC document, Event Management Structure
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 4 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
3. Venues and Site design
Has due consideration been given to:-
Item Yes No NA
The suitability of location or venue design
Selection of competent workers, contractors
Construction of stages, tents etc,
Safe delivery and installation of equipment and services
Shows - crowd management, transport strategies
Arrangements for fire, first aid contingencies and major incidents.
Removal of equipment and services upon completion of the event
Rubbish collection and waste disposal
Space for audience
Temporary structures
Backstage facilities
Parking
Meeting / Aassembly points
Ground conditions
Traffic and pedestrian routes, emergency access and exits. Are they suitable to handle proposed capacity?
Geographical location, proximity to services, facilities etc
Dangerous features ( e.g. natural hazards, rivers etc.)
General venue access and egress
Sight lines for audience ( to reduce density in front of stage)
Production infrastructure of backstage requirements
Fire and ambulance requirements
Police and stewarding positions
Perimeter fencing /Stage barriers
Welfare facilities
Excess (uninvited) visitors – contingency plan in place?
Signage
Permission / approval to use site
4. Fire Safety
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 5 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
Has due consideration been given to:-
Item Yes No NA
1. Outdoor Venues;-
The number of trained fire marshals attending (if any)
Exits and gateways locked/unlocked, stewarded
All exits and gateways clearly marked by signs
Stewards throughout event
Provision of fire extinguishers (if necessary) of the correct type
Where appropriate, has local fire-station been notified of the event
Has a clear entry been left for fire emergency services
Number and size of exits in fences etc
Are pyrotechnics or fireworks to be used?
2. Indoor venues:-
Does the venue have adequate and working fire exit signage?
Are the venue’s have fire safety arrangements?
Are Fire extinguishers provided in all areas to be used of the correct type?
Have fire-extinguishers been checked in the last 12 months?
Have any electrical hazards been identified and made safe?
Are all emergency exits clear?
Are portable generators to be used? Area made safe? Area demarcated (set the boundary)?
Are flammable liquids or materials to be used? Storage arrangements?
Is the fire alarm in working order and recently checked?
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 6 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
5. Crowd Management
Has due consideration been given to:-
Item Yes No NA
Entry & exit of audience
Signage
Front of stage area
Crowd pressure-need for mo-jo barrier or crush barriers
Police involvement - Traffic control or crowd control? Both?
People with a disability-access issues / seating
Children-crushing, lost children?
Marshalling / Stewarding-organisation, competency, training, conduct
6. Transport Management
Has due consideration been given to:-
Item Yes No NA
Traffic signs and highway road closures
Traffic marshalling:
who does it
how many
training
PPE
Vehicle parking:
cars
buses
lorries
Emergency access
Pedestrians
On-site vehicle management
Temporary roadways:
contingency due to weather
lift trucks and other vehicles
authorised drivers
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 7 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
7. Emergency Planning
Has due consideration been given to:-
Item Yes No NA
Key decision makers – Who?
Stopping the event in the case of an emergency – Who? and How?
Emergency routes and access for emergency services:
Communication plan
Suitable location for signage to be displayed
People with additional or special needs
Holding areas for performers, contractors and audience
Safety briefing for performers, contractors and audience
Alerting / warning procedures
Public warning mechanism
Evacuation and containment measures
Details of script of PA announcement to audience
Meeting point for emergency services
Ambulance loading points and triage area
Locations of hospitals prepared for major incident and secured traffic routes
Nearest Masjid and Imam’s or Ustaz to be contacted
Outline of the role of those involved
Details of emergency equipment location and availability
Communication
Bomb threats / suspicious packages
Cancellation of event(s)
Media management
Public Relation – (to attach document stated Who? Level of authority?)
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 8 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
8. Civil & Structure / Mechanical & Electrical
Has due consideration been given to:-
Item Yes No NA
Civil & Structures
Location considerations
Supplier
Design
Erection – general H&S construction principles (CDM)
Lifting and rigging equipment
Dismantling
Documentation:
design drawings/calculations
risk assessments
safety method statement
completion certificate
Monitoring of structure
Work at height / Protection against falls
Mechanical & Electrical
Competent Chargeman
Adequate lighting
Electrical Installation and Lighting
Planning e.g. total power, use of generators
Installation
Access to electrical equipment
Generators
Types of lighting
emergency
security
general
Portable Appliance Testing (PAT testing)
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 9 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
9. Communication
Has due consideration been given to:-
Item Yes No NA
Communication within the organisation Communication Between the agencies Public information and communication How is it carried out ? CCTV Radios
Alarms
PA Systems
Alerting procedures
Regular updating
Emergency public announcements
10. Food & Beverages (F&B)
Has due consideration been given to:-
Item Yes No NA
External food catering operations – Food Standards Agency / Local Authority food rating checked
Positioning of catering operators Electrical installations –power supplies Drinking water Monitoring of arrangements on site Alcohol are not allowed
Only Halal food provided
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 10 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
11. Sanitary Facilities / Waste Management
Has due consideration been given to:-
Item Yes No NA
Sanitary:
Numbers attending / numbers of units required
Maintenance
Location
Type
Washing facilities
Containers for and disposal of sanitary towels / nappies
Additional / special needs provision
Sewage disposal
Waste Management:
Type of waste
Method of collection
Type of Containers
Methods of removal
H&S of employees e.g. exposure to pathogens, sharps etc
Disposal of waste - duty of care
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 11 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
12. Permits, Licensing and Registrations
Item Applies/ Checked
Additional Actions required
1. No fireworks or pyrotechnic display will be permitted on UTM premises
2. No performances, displays or interactive activities involving fire will be permitted on UTM premises e.g. fire eating, fire breathing, fire dancing, walking on coals
3. Mobile plant (forklifts, cranes, etc) are only operated by licensed or certified operators
4. Event LPG/dangerous goods storage meets legal requirements
13. Staging & Platforms, Marquees, Stalls, Vans or Other Temporary Structures
Item Applies/ Checked
Additional Actions required
1. All stages are signed off by a certified rigger/scaffolder and are erected by personnel with appropriate training and certifications (as required)
2. Platforms are continuously monitored, particularly in extreme weather conditions
3. Adequate access and egress around all staging and platforms for event patrons and emergency services
4. Marquees, tents, food vans or other structures are erected or sited securely and do not encroach on thoroughfares/ clear paths.
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 12 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
14. Noise
Item Applies/ Checked
Additional Actions required
1. The event will include amplified music, speeches etc.
2. Details of expected event Noise:
3. Noise control measures to be used to minimise disruption to UTM business activity:
15.Lifting and Work at Heights
Item Applies/ Checked
Additional Actions required
1. Permission is obtained from Facilities Management (PHB) for erection of banners or other large display items. (Note: where erection relies on attachment or connection to University buildings or structures, specific consultation with FM Maintenance Mgr is required – Contact Help Desk of UTM PHB)
2. Ladders are well maintained and suitable for work undertaken & weight – (industrial rated)
3. Assistance of a second person is provided where required e.g.: holding ladder for stability, carrying and erecting.
4. Right type of equipment is used for the height access job (i.e. ladder, etc)
5. All staff and volunteers are trained to assess each task and use safe technique when lifting or carrying
6. Loads are able to be delivered as close as possible to area using vehicle or mechanical aids (e.g. trolley)
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 13 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
16. Personal Protective Equipment (PPE)
Item Applies/ Checked
Additional Actions required
1. All tasks to be undertaken by staff and volunteers are checked for the right PPE required and PPE is provided if needed (e.g. gloves, aprons, earplugs, closed toe shoes, waterproof jacket, etc) – Separate risk assessments may be required for high risk tasks.
2. Personnel are trained in using, maintaining and storing the PPE.
3. High visibility safety clothing conforming to OSHE standard must be worn by event staff at all times when it is important for a person in a situation to be easily seen.
17. Accessibility
Item Applies/ Checked
Additional Actions required
1. Ramps are in place to provide access into buildings
2. Disabled Access Parking is available close to the event
3. The event itself is easily accessible (e.g. for patrons in wheelchairs, with prams, using walking aids, etc)
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 14 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
18. Amusement Equipments or Structures (eg. Pesta Konvo)
Item Applies/ Checked
Additional Actions required
1. Are all amusement rides operating in UTM/Event Venue inspected?
2. Who does these inspections?
3. How does the public know a ride is approved by L&I?
4. Do inspections guarantee amusement rides will be accident free?
5. How can you know that a ride is safe?
6. What happens when an accident does occur?
7. Are ride operators required to report all accidents?
For all rides:
1. Check for a current state decal on the ride, meaning it's been inspected and approved.
2. Observe how the ride is operated:
2.1. Is the operator taking care to ensure that passengers are appropriately protected?
2.2. Is the operator paying close attention when the ride is in motion?
2.3. Is the operator observing restrictions about rider size?
For inflatable rides:
1. Is the operator strictly limiting the number of people on the ride at one time?
2. Does the inflatable ride appear to be overloaded or unstable?
3. Does the ride appear to be securely anchored?
4. Could the blower inflating the ride accidentally be unplugged, collapsing and possibly injuring the riders?
UTM/OSHE/Checklist/v01
Safety Plan Checklist and Guidance for UTM Event
Page 15 of 15
This document forms part of UTM occupational health and safety policy dated 16th
October 2016.
19. List of Appendices - (example. HIRARC,JHA, SOP, Tentative Program).
Document Name Appendix
1.
2.
3.
4.
5.
6.
7.
8.
20. Safety Committee
Committee Name Designation Signature
1.
2.
3.
4.
5.
6.
This checklist has been appropriately checked, however the event organiser is responsible for responsible for the health, safety and welfare of people attending your event, as well as that of employees, contractors and subcontractors working at the event. This document is intended to disseminate guidance and good practice. No responsibility can be accepted by the author or its contributors for any inaccuracies or omissions. OSHE Unit is not liable for any unplanned accident or damages caused by the event organisation. Chairman of Safety Committee (name & signature): Name of Faculty/Centre/Unit/Kolej/Ptj: Date: Stamp: